Consistent, documented cash-handling practices protect dispensaries from loss, theft, and compliance violations. Establish clear policies, enforce role-based permissions, perform safe drops throughout the day, and reconcile drawers daily. Regular audits, limited access, and secure storage ensure every dollar is accounted for and properly reported.
1. Establish Clear Cash-Handling Policies
Document every procedure — from opening drawers to nightly deposits — in a written SOP.
Require all employees handling cash to review and sign off on these policies during onboarding.
Set permissions within Roles to limit who can open drawers, perform drops, or reconcile totals.
💡 Tip: If your store has a set amount in the register, drop the cash sales before closing the drawer. This helps make sure the closing balance and opening balance are aligned.
2. Maintain Consistent Drawer Balances
Start each shift with a fixed opening balance (e.g., $200).
Flowhub will always ask you to enter a balance when opening a drawer. There is no way to automatically have the drawer open at $200 every time.
Count and log the drawer amount at open and close — either by denomination or total, depending on your drawer settings.
Use Drop Trigger Balances to alert staff when a drawer exceeds a set threshold (e.g., $500).
3. Use Safe Drops Throughout the Day
Perform cash drops into a time-locked or manager-access-only safe whenever drawers exceed the threshold.
Log every drop in your POS to ensure the transaction aligns with the drawer total.
Never leave excess cash unattended on counters or in unlocked drawers.
4. Reconcile Drawers Daily
At closing, reconcile each drawer by comparing expected vs. counted totals.
Require two employees (a budtender and manager) to verify reconciliation for accountability.
Investigate discrepancies immediately and document them in your compliance records.
5. Secure Transport and Storage
Store cash in a bolted, UL-rated safe with restricted access.
For bank deposits or cash pickups, use two-person transport whenever possible.
Avoid patterns — vary deposit times and routes to reduce security risks.
6. Limit Access and Permissions
Restrict “Can Edit” or “Can Delete” drawer permissions to management roles only.
Flowhub will always require PIN entry for actions like “Pop Drawer” or “Pay Out.”
Use individual logins for each employee to ensure every transaction is traceable.
7. Monitor and Audit Regularly
Perform weekly cash audits to verify drawer records match safe totals.
Compare Flowhub cash reports to physical counts to detect shrinkage or theft early.
Integrate audit reports into your compliance documentation for regulators.
8. Comply with State and Federal Regulations
Maintain detailed transaction logs for all cash movements — regulators often require full traceability.
Keep records for the period required by state law (commonly 2–5 years).
Follow any cash-handling security mandates (e.g., cameras over drawers, secure cash drop safes).
Great work! 🥳
By implementing these best practices, dispensaries can maintain accurate cash flow, reduce theft risk, and stay compliant with state regulations.